4. Use some mini-sentences. Sentences should generally  be  20  words  or  less.  However, occasionally using sentences of six words or less slows down the reader and emphasizes ideas. Example:  I can get more information if each of you gives me less. Here’s why. In a week, about 110 staff actions show up in my in-box. I could handle that in a week if all I did was work the in-box. Yet 70 percent of my time in the head- quarters goes not to the in-box but to briefings. I could handle that dilemma, too—by listening to briefings and thinking about staff papers at the same time. Make your writing as formal or informal as the situation requires, but do so with language you might use in speaking. The most readable writing “sounds” like people talking to people. To make your writing more like speaking, be- gin by imagining your reader is sitting across from you. Write with personal pronouns, every- day words, and short sentences. Don’t go out of your way to use personal pronouns, but don’t avoid them. Speak of your activity, command, or office as we, us, and our. When you are writing to many addresses, speak directly to one reader; only one person reads your writing at any one time. Example: All addressees are requested to provide inputs of desired course content. Better: Please send us your recommenda- tions for course content. When  you  write  directives,  look  for opportunities  to  talk  directly  to  a  user. Procedures,  checklists,  or  other  how-to instructions lend themselves to this cookbook approach. Imagine someone has walked up to you and asked what to do. The following example is from a notice that repeated the duty officer dozens of times: Example: Better: The duty officer will verify that security responsibilities have been completed by putting  his/her initials in the checklist. When you complete the inspection, initial the checklist. Sentences that give directions lead with verbs; you is simply implied. This direct approach requires imagination more than technical skill. Think of writing not as words on a page but as speaking from a distance. Multiplied across an entire letter, roundabout sentences like those in the next examples do severe damage. We would be laughed out of the room if we talked that way. Ordinary English is shorter, clearer, and just as official: Example: It is necessary that the material be received in this office by 10 June. Better: We need the material by 10 June. (or) The material must reach us by 10 June. It is and this command complicate the next example. They force readers to put back the pronouns the writer took out. To make matters worse, the first it is refers to the reader while the second refers to the sender. Example: Better: If it is desired that Marines be allowed to compete for positions on the pistol team, this command would be happy to establish and manage team tryouts. It is recom- mended that tryouts be conducted soon to ensure . . . . If you allow Marines to compete for^- positions on the pistol team, we would be happy to establish and manage the tryouts. We recom- mend that tryouts start soon to ensure . . . . Can you overdo personal pronouns? Yes you can. You can use so many pronouns that you obscure the subject, and no number of them will overcome confused thinking. Besides, some subjects don’t lend themselves to pronouns. The description of a ship’s structure, for example, isn’t likely to include people. Also, criticism hurts fewer feelings if delivered impersonally. "Nothing has been done" avoids the direct attack of "You have done nothing." If we or I opens more than two sentences in a row, the writing becomes monotonous and may suggest self-centeredness. Sometimes a single sentence can call too much attention to the sender: ‘‘I would like to extend my congratulations for a job well done.”  Praise should stress the reader: "Congratulations on the fine job you did." 2-48